Bi-County Services, Inc

BI-COUNTY SERVICES, INC.

425 East Harrison Road

Bluffton, IN 46714

(260) 824-1253

EMPLOYEE HANDBOOK

This Handbook supersedes any prior handbooks or written policies of Bi-County Services that are inconsistent with its provisions.

March 2013

(with revision 11/2013, 8/2014, 11/2014, 2/2015)
Employee Handbook Introduction

Welcome to Bi-County Services, Inc. This Employee Handbook describes, in summary, the personnel policies and procedures that govern the employment relationship between Bi-County Services, Inc. and its employees. The policies stated in this handbook are subject to change at any time at the sole discretion of Bi-County Services. You may receive updated information concerning changes in policy from time to time, and those updates should be kept with your copy of the Handbook.

The Handbook does not create a contract of employment between Bi-County Services, Inc., and its employees. While Bi-County Services hopes that your employment relationship with it will be a satisfactory one, either you or Bi-County Services, Inc. may terminate this relationship at any time, for any reason, with or without cause or notice. Our relationship remains at-will notwithstanding any provision in this handbook to the contrary. No supervisor, manager, or representative of Bi-County Services other than the President has the authority to enter into any agreement (approved in writing) with you regarding the terms of your employment that changes our at-will relationship or deviates from the provisions in this Handbook. The employment-at-will status is not intended to waive, restrict, limit, or interfere with an employee’s rights to join with others in responsibly discussing or changing the terms or conditions of employment, including the at-will status.

Bi-County management and staff are expected to support the philosophies and direction provided in our Mission and Vision Statements.

Mission Statement

Recognizing that all people have dignity and worth, it is the mission of Bi-County Services, Inc. to enable individuals with disabilities to make choices and to live, learn and participate meaningfully in their community.

Vision Statement

Provide meaningful services that promote quality of life, increased independence, improved productivity and encourage and support community integration.

If you have questions about any of the provisions in this Handbook or our Mission, please ask your supervisor or contact Human Resource Manager (260) 824-1253, extension 1015.

Sincerely,

Tim Ramsey, President

Bi-County Services, Inc.

History of Bi-County Services, Inc.

Bi-County Services, Inc. had its beginning in 1955 as the Vera Cruz Opportunity School, which was the only training available for individuals with intellectual disabilities in Adams and Wells counties.

The Association for Retarded Citizens of Adams and Wells Counties, Inc. was founded in 1968, following the communities’ joint attempt to establish a shared school program for students with disabilities of all six school districts and to establish educational and training programs for post-school age adults.

Residential group homes were started in 1975. There are now two homes in Decatur, two in Berne and one in Bluffton providing 24-hour support for six to eight individuals. Supported Living offers support to those who live in community settings such as apartments, shared homes and with families. Support includes assistance with budgeting, shopping, leisure activities, etc. Day Services offer a variety of individualized services through small groups and community activities to include communication, job skills development, volunteering, music therapy, etc. Day Services also provides employment and/or vocational training.

The name of the organization was changed from ARC of Adams and Wells to Bi-County Services, Inc. in 1989, when the move was made from Vera Cruz to the current building in Bluffton.

A Board of Directors governs Bi-County Services, Inc. The Board of Directors reviews personnel policies as needed.

Purpose of this Handbook

Bi-County Services’ personnel policies reflect its belief that its employees are one of its most valuable assets. This Handbook will (1) answer some of the questions you will have, (2) provide information Bi-County Services believes you should know about your employment, and (3) inform you of some of the rules, regulations and policies related to your employment.

The matters discussed in this Handbook are of great importance. Every employee is expected to comply with each of the rules and policies discussed in this Handbook as well as any others adopted by Bi-County Services in the exercise of its right to manage its business.

You should understand that a violation of any of Bi-County Services’ rules or policies may result in discipline up to and including termination.

Table of Contents

Non-Discrimination Policies

1.1 Equal Employment Opportunity Policy ------1

1.2 Sexual Harassment Policy ------2

1.3 Anti-Harassment Policy ------2

1.4 Disability Accommodations Policy ------3

Basic Employment Policies

2.1 Employment Status ------4

2.2 Orientation, Job Duties and Responsibilities ------5

2.3 Volunteers ------5

2.4 Inappropriate Behavior and Disciplinary Policy ------5

2.5 No Solicitation or Distribution ------7

2.6 Outside Work ------8

2.7 Employment of Relatives------8

2.8 Representing Bi-County Services ------9

2.9 Employee Apparel ------9

2.10 Legal Investigation ------10

2.11 Credit Card Usage ------10

2.12 Bulletin Boards/Posting Areas ------10

2.13 Abuse, Neglect, Exploitation and Violation of Individual Rights - - 10

Attendance and Time Away from Work Policies

3.1 Attendance ------13

3.2 Inclement Weather and Emergency Closings ------13

3.3 Sign-Out ------14

3.4 Medical Leave of Absence ------14

3.5 Personal Leave of Absence ------15

3.6 Family and Medical Leave Policy ------16

3.7 Bereavement Leave ------23

3.8 Military Leave ------23

3.9 Military Family Leave Policy ------24

3.10 Jury Duty ------25

3.11 Holidays ------25

3.12 Paid Time Off ------26

Compensation Policies

4.1Hours of Work ------28

4.2Timekeeping Requirements/Abuse ------29

4.3Overtime ------29

4.4Payperiod, Payday and Release of Direct Deposit Wage Summary29

4.5Payroll Deductions and Garnishments ------30

4.6Pay Raises ------31

4.7Expense Reimbursement------31

Policies Pertaining to Hiring, Promotion & Termination of Employment

5.1Background Checks ------32

5.2Performance Reviews ------33

5.3Transfers and Promotions ------34

5.4Resignation/Termination of Employment ------34

5.5Personnel Files; Changes in Employment Information; ------35

Furnishing Information to Outside Sources

Employee Benefits

6.1Insurance Programs ------36

6.2Retirement ------37

6.3Tuition Reimbursement ------37

6.4Short Term Disability ------38

Monitoring and the Use of Electronic Technology in the Workplace

7.1Computer, Internet and E-mail Usage Policy ------38

7.2Telephone/Cell Phones, Personal Business and Workplace Visitors -43

7.3Social Media ------44

Safety and Health Policies

8.1Safety/Workplace Accidents ------44

8.2Light-Duty Assignment ------47

8.3Driver Responsibilities (Guidelines for Use of Personal Vehicles; - - - -48

Cell Phone or Similar Electronic Device; Traffic Violations)

8.4No Smoking Policy ------48

8.5Firearms ------49

8.6Workplace Violence ------49

8.7Substance Abuse ------50

Company Integrity

9.1Confidential Information ------53

9.2Corporate Compliance ------53

9.3Employee Protection (Whistleblower) ------54

9.4Duty to Report/Cooperation with Investigations ------54

Complaint Procedures

10.1Internal Complaint Procedures/Fraudulent Activities ------55

Acknowledgment of Receipt ------57

Non-discrimination Policies

1.1Equal Employment Opportunity Policy

This Equal Employment Opportunity Policy reaffirms the policy and commitment of Bi-County Services to provide equal employment opportunities for all employees and job applicants. Bi-County Services endorses and will follow our EEO Policy in implementing all employment practices, policies, and procedures.

Bi-County Services will recruit, hire, train, and promote persons in all job titles without regard to race, color, religion, national origin, veteran status, sex, age, physical or mental disability (except where the disability prevents the individuals from being able to perform the essential functions of the job and cannot be reasonably accommodated in full compliance with the law), or genetic information (including family medical history). Bi-County Services will make employment decisions so as to further the principle of equal employment opportunity. The agency will ensure that promotion decisions are in accord with principles of equal employment opportunity by imposing only valid and nondiscriminatory requirements for promotional opportunities. Bi-County Services also will ensure that all personnel decisions and actions, including but not limited to compensation, benefits, transfers, promotions, layoffs, returns from layoff, discipline, terminations, agency-sponsored training, and social and recreation programs, will be administered without regard to race, color, religion, national origin, veteran status, sex, age, disability, or genetic information. Bi-County Services will also not request, require, or purchase genetic information (including family medical history) regarding any applicant or employee or their family members except as required or permitted by law.

All employees (including managers and supervisors) are expected to comply with our EEO Policy. Bi-County Services is committed to non-discrimination in the consideration of employment and the employment terms and conditions of all Bi-County Service applicants and employees. No applicant or employee will be discriminated against or treated unfavorably because of race, color, religion, national origin, sex, age, physical or mental disability, or genetic information (including family medical history).

Any person who is aware of any alleged violation of this policy should report such concerns to the Human Resource Manager or the President as soon as possible. Bi-County Services will thoroughly investigate and promptly resolve all such complaints in strict compliance with all applicable laws. Any employee violating this policy or retaliating in any way against complainants under the policy will be subject to discipline, up to and including termination of employment.

1.2Sexual Harassment Policy

It is the policy of Bi-County Services to provide an environment free of sexual and sex-based harassment. It is against our policy for any employee, whether a manager, supervisor, or coworker, to sexually harass another employee. Sexual harassment or sex-based harassment occurs when unwelcome conduct of a sexual nature becomes a condition of an employee’s continued employment, affects other employment decisions regarding the employee, or creates an intimidating, hostile, or offensive working environment.

Sexual and sex-based harassment may include:

Requests for sexual favors;
Unwanted physical contact, including touching, pinching or brushing the body;
Verbal harassment, such as sexual innuendoes, suggestive comments, jokes of a sexual nature, sexual propositions and threats;
Non-verbal conduct, such as display of sexually suggestive objects or pictures, leering, whistling or obscene gestures; and
Acts of physical aggression, intimidation, hostility, threats or unequal treatment based on sex (even it not sexual in nature).

Any employee who believes he or she has been sexually harassed should report the conduct immediately to the Human Resources Manager or the President. No victim retaliation or discrimination will result from any good-faith complaint made under this policy.

A thorough and impartial investigation of all complaints will be conducted in as timely and confidential a manner as reasonably possible under the circumstances. Any employee of Bi-County Services who has been found, after appropriate investigation, to have sexually harassed another employee will be subject to disciplinary action up to and including termination.

1.3Anti-Harassment Policy

In providing a productive working environment, Bi-County Services believes that its employees should be able to enjoy a workplace free from all forms of discrimination, including harassment on the basis of race, color, religion, gender, national origin, age, disability or other legally-protected status. It is Bi-County Services policy to provide an environment free from such harassment.

It is against our policy for any employee, whether a manager, supervisor or coworker, to harass another employee. Prohibited harassment occurs when verbal or physical conduct that defames or shows hostility toward an individual because of his or her race, color, religion, gender, national origin, age, disability or other legally-protected status, or that of the individual’s relatives, friends, or associates, creates or is intended to create an intimidating, hostile, or offensive working environment; interferes or is intended to interfere with an individual’s work performance; or otherwise adversely affects an individual’s employment opportunities.

Harassing conduct includes, but is not limited to the following:

Epithets, slurs, negative stereotyping, or threatening, intimidating, or hostile acts, which relate to race, color, gender, age, religion, national origin, disability or other legally-protected status.
Written or graphic material that defames or shows hostility or aversion toward an individual or group because of race, color, gender, age, religion, national origin, disability or other legally-protected status and that is placed on walls, bulletin boards, or elsewhere on Bi-County’s premises, or that is circulated in the workplace
Offensive t-shirts, sweatshirts, or tattoos.

Any employee who believes he or she has been harassed in violation of this policy should report the conduct immediately to the Human Resources Manager or the President. No victim retaliation or discrimination will result from any good-faith complaint made under this policy.

A thorough and impartial investigation of all complaints will be conducted in as timely and confidential a manner as reasonably possible under the circumstances. Any employee who has been found, after appropriate investigation , to have harassed another employee in violation of this policy will be subject to disciplinary action up to and including termination.

1.4Disability Accommodations Policy

Employees who believe they have a mental or physical disability and require reasonable accommodation to perform the essential functions of their job should contact the Human Resource Manager or President. Bi-County Services will then engage in an interactive dialog with the individual employee to verify the existenance of a disability covered under the Americans with Disabilities Act, as amended, identify possible accommodations, and determine which accommodations Bi-County Services can reasonably provide under specific circumstances.

Basic Employment Policies

2.1Employment Status (revised 11/2014)

Bi-County Services maintains standard definitions of employment and classifies employees in accordance with these definitions:

Full-Time: Employment in an established position requiring 30 hours or more of work per week. Full-time employees are eligible for full participation in benefit programs.
Part-time: Employment in an established position requiring less than 30 hours of work per week. Normally a part-time schedule will be established. Participation in benefits programs for part-time employees is limited to the following:

- participation in the retirement plan, if the employee works over 1,000 hours in a plan year and is at least 21 years of age,

- eligibility for worker’s compensation benefits, and

- participation in paid time off (PTO) and paid agency observed holidays for part-time employees of at least 20 hired hours per week.

Relief employee: Employment is for an unspecified number of hours and scheduled on an “as needed” basis. At minimum, working 16 hours per month are required to remain employed. Participation in benefits programs for relief employees is limited to the following:

- participation in the retirement plan (if the employee works over 1,000 hours in a plan year and is at least 21 years of age), and

- eligibility for worker’s compensation benefits.

Additionally, all employees are defined as either:

Exempt: Those employees who are employed in an executive, administrative, or professional capacity and who are not covered by the federal minimum wage and maximum hours laws; or
Non-Exempt: Those employees who are not employed in an executive, administrative, or professional capacity and who are covered by the federal minimum wage and maximum hours law. There are several positions which qualify for exempt status and Bi-County Services has chosen to designate the position as non-exempt. Several non-exempt positions may need to work additional hours because of business needs. When additional hours occur for those hired under 40 hours per week, it will not alter the employee’s hour status unless management determines that the requirements of the position warrant converting to a change in hours. If management makes that determination, the employee will be notified in writing (on Personnel Action Form) that their employment hour status is changed.

All employees, regardless of employment status, are subject to all Bi-County Services rules and procedures.

2.2Orientation, Job Duties and Responsibilities

New employees will participate in orientation, beginning on their first day of employment. General orientation will include Bi-County Services mission, programs, health and safety and personnel policies. Volunteers, students and interns will receive the same orientation as employees. New employees, volunteers, students and interns will be tested for active tuberlocsis (and annually thereafter). Training is provided in standard precautions and Hepatitis B vaccination is offered.

During your orientation, your supervisor will explain your job responsibilities and the performance standards expected of you. You will also receive a job description for your position setting forth the essential functions of your position. Your job responsibilities, however, may change at any time during your employment and you may be asked from time to time to work on special projects or to assist with other work necessary or important to your department or to Bi-County Services. Your cooperation and assistance in performing such additional work is expected. Bi-County Services reserves the right, at any time, with or without notice, to alter or change job responsibilities, reassign or transfer job positions, or assign additional job responsibilities.

2.3 Volunteers

Bi-County Services welcomes the services of volunteers and students. Upon approval, these individuals will sign an agreement which will identify the nature, extent and duration of their voluntary activity. Former employees wishing to volunteer will be contingent upon a positive recommendation from their prior supervisor.

Due to potential violations of the FLSA, current nonexempt employees cannot volunteer (meaning without pay) for work performed for Bi-County Services.

All volunteers can end their volunteer relationship with Bi-County Services at any time for any reason.

2.4Inappropriate Behavior and Disciplinary Policy

The work rules set forth below are intended to provide you with fair notice of what is expected of you. It is not possible to provide an exhaustive list of all types of impermissible conduct and performance, and these work rules are only examples of behaviors that are specifically unacceptable and, if found to exist, can results in disciplinary action up to and including termination. You should, therefore, be aware that conduct not specifically listed below, but which adversely affects or is otherwise detrimental to the interests of Bi-County Services, other employees, or consumers may also result in disciplinary action, up to and including termination.

Attendance –pattern of absenteeism/tardiness/leaving early, or being absent.
Confidential Matters – Discussing or revealing confidential information with individuals outside of Bi-County Services or with individuals within Bi-County Services who are not authorized to have such information.
Criminal Activity – Being convicted of or pleading guilty to crime that reflects unfitness for the job or raises a threat to the safety or well-being of Bi-County Services, the consumers, employees or property.
Public and Coworker Relations – Mistreating, abusing, or intimidating co-workers, consumers or others with whom Bi-County Services has contact.
Detrimental Behavior – Making false, misleading, or malicious statements about other employees, Bi-County Services or its practices, or engaging in conduct which undermines, or is intended to undermine, Bi-County Services’ reputation.
Dishonesty – Falsifying, altering, or making an omission on any business record; giving false information to management personnel or concealing defective work.
Drugs and Alcohol – Violating Bi-County Services’ policy on drug and alcohol use.
Equal Employment Opportunity/Anti-Harassment/Sexual Harassment/Anti-Retaliation – Failing to support, or violating, Bi-County Services’ Equal Employment Opportunity, Anti-Harassment, Sexual Harassment or Anti-Retaliation Policies.
Fighting – Fighting, baiting, or other behavior that instigates fighting or other conduct that violates Bi-County Services’ policy against workplace violence.
Mishandling Property – Mishandling, misusing, stealing or improperly accounting for Bi-County Services or consumers money, funds, or property.
Insubordination – Failing to follow or comply with instructions or work orders in a timely manner, or addressing a supervisor or management personnel in a disrespectful, abusive, noncompliant manner.
Failure to Cooperate – Failing or refusing to cooperate in an investigation conducted by Bi-County Services.
Poor Performance – Failing to produce quality and timely work or meet performance expectations.
Safety – Failing to use equipment, materials, and supplies in accordance with Bi-County Services’ policies and practices; violating safety or health rules or practices or engaging in horseplay or other conduct that creates a safety or health hazard.
Unauthorized Use of Bi-County Services Time/Property – Using Bi-County Services time or property for non-work related activities.
Non-compliance with Laws/Regulations – Failing to comply with local, state and federal laws and/or regulations.
Inappropriate Language or Conduct – Using profane, offensive, or abusive language, or antagonistic, caustic or belligerent conduct, toward another co-worker, consumer or in the work place generally.

When employees perform at an unsatisfactory level, violate a policy, or behave inappropriately, Bi-County Services will endeavor, when it deems appropriate, to provide employees with reasonable opportunities to correct their deficiencies. However, employment may be terminated at will by the employee or Bi-County Services at any time with or without cause and without following any system of discipline or warning. Nevertheless, Bi-County Services may choose to utilize certain forms of discipline that are less severe than termination in certain cases. Examples of less severe forms of discipline include verbal counseling, written counseling, and unpaid suspension. Additionally, employees may be placed on leave to allow Bi-County Services time to review fully the circumstances related to a potential disciplinary matter.